[name], one of our customers, called my office today to inform me that he had been treated in an extremely discourteous manner by you.

He was referring to a telephone call which took place on [date] wherein he claims that you stated that you were too busy to find the answer to his question at that time and you seemed totally indifferent to his problem.

This is, of course, completely against our policy, which is to make every attempt to please and keep our customers content. Without customers, we have no company.

I would like you to find the source of the problem in this account, call [name] with the information he has requested, and offer an apology.

Yours Sincerely,

(The Sender's Signature)

The Sender's Name

NOTE :

This is a typical letter. You have to add your company's name with full address. And the receiver's name and full address also should be added in the place allotted for that purpose. Without those primary details no letter carries any significance. So, you are requested to provide all those important details. Failing which the letter will make a wrong impression about your company and you among the receivers of your letters. This is the most unwanted attitude on your side in dealing with the clients who are the most valued assets of any business organisation. If necessary, leave those spaces blank.